Student Activities Council Meeting Minutes
November 14, 2012
Call to Order
3:00PM
Roll Call
Present: Blake Barlow, Elizabeth Bousson, Keenan Collins, Samantha Easterling, Becky Griesmer, Allie
Haar, Tiffany Hudson, Dannie Jackson, Katie Keller, Rob Kelly, Ian Kerley, Kelsey Kirkegaard, Kelly
Kleier, Becca Longville, Brian Murphy, Collin Neri, Megan O’Donnell, Michael Ryan, Jacquelyn Reineke,
Colleen Reynolds, Kat Rivers, Kate Sabetta, Tyler Sauerbeck, Katie Schad, LeeAnn Scherbauer, Luke
Schafer, Kevin Tighe, Lauren Ulmer, Kaitlin Whelan, Morgan Zuziak
Prayer
Given by Morgan Zuziak
Approval of minutes
November 7, 2012 minutes were approved without change
Public Forum
Tonya
BSA Open Mic-Night Thursday
Becky
AB Currito fundraiser Wednesday
Review of the Budget
Crystal Guffey
Opinion Entries
FAC Proposals
Active Minds: Sara Benincasa: Mental Health Representative
“In an effort to bring another mental health representative to Xavier, we hope to bring Sara Benincasa
to share her story as inspiration to students. Sara Benincasa is an award-winning comedian, writer
and radio talk show host. Her outspoken, sexually-charged comedy has won praise from the Chicago
Tribune, CNN, The Guardian, and The New York Times, and has earned her an ECNY (Emerging
Comedian of New York) Award and a Webby nomination. This successful blogger and writer uses
comedy to explore issues facing college students including body image, suicide and a fear of fitting in.
By using her own experience with mental illness, comedian Sara Benincasa helps college students
realize there’s nothing wrong with them, they’re just awesome! Her first book, AGAORAFABULOUS!, a
painful but hilarious chronicle of her struggle with mental illness, was received with high acclaim.”
Request of $6,000 for = $7,500
Estimated Attendance: 100+
Sources of Additional Funding: n/a
Is this a new event/trip/conference?
Yes
Substantial Difference?
Is the club/organization asking for less than or equal to 70% of the total cost?
No (but understand we will deduct)
Is the club/organization asking for less than or equal to $4,000?
No (but understand the limit)
If approved, would this be the fifth Special Request allocated to this club/organization?
Student Activities Council Meeting Minutes
November 14, 2012
No
Does this event/trip/conference appear in the club/organization’s initial budget?
No
Was this special request turned in 3 weeks prior to the event?
Yes
Voted 7 -0 -1 to send to SAC
Initial Questions
How much is left in special request fund after? Around $2000 for the rest of the year
Do they have plans to get elsewhere? yes.
Passed
Singers: Microphones in order to perform at their events
“In the past we have not been charged for the usage of microphones. We now either have the option
to pay to rent microphones or to purchase them. While this is an unforeseen cost, we believe
purchasing the microphones will allow Singers to be more self-sustaining.”
Request of $2,400 (x.7) = $1,680
Estimated Attendance: n/a
Sources of Additional Funding: n/a
Is this a new event/trip/conference?
n/a
Substantial Difference?
Never before we required to rent their equipment and purchasing would be the most economically
wise action.
Is the club/organization asking for less than or equal to 70% of the total cost?
No (but understand we will deduct)
Is the club/organization asking for less than or equal to $4,000?
Yes
If approved, would this be the fifth Special Request allocated to this club/organization?
No
Does this event/trip/conference appear in the club/organization’s initial budget?
No
Was this special request turned in 3 weeks prior to the event?
Yes
Voted 8 to 0 to send to SAC
Initial Questions
Where do they normally perform? Didn’t the execs just allocate money to re-do sounds system in
theatre. Yes, but theatre doesn't provide lapel mics.
Doesn't this usually go to Senate? FAC choose to send it to SAC because it is in-between type of
event. Need it to pass sooner for an event.
GSC doesn't provide microphones? Not the ones the Singers use, they use lapel mics. We did ask
them if they could use those, said no. Said GSC only has 2, they need 18.
Do Singers fund raise a lot? Yes
Will these microphones belong to Singers? Yes, we pushed them to loan them out in the future.
After this is taken out, Special Request fund will be under $1,035
Did FAC see the invoice for these microphones? From my experience, these seem like a really cheap
amount for that amount/type of microphones. This price seems more like a rental price.
We have not seen an invoice. We do know that Singers is working with a discounted price. We could
definitely ask for the invoice.
Is there any way we can insure more collaboration? We can ask they make an agreement
We could have them sign a document to insure. I'm not sure if it's FAC/SACs place to tell them they
need to share.
Student Activities Council Meeting Minutes
November 14, 2012
I don't want another group to come to us with the same request, when someone already has
If SGA buys it later, we could rent it out to whomever.
What about the microphones they used for Hairspray? I can't answer that.
Debate
I think it makes sense not to share because they could have events on the same day, what if someone
lost something etc.
If we do purchase this and the other clubs want mics too, creates a problem.
I think we need to take a step away; this is not SACs money, this money is reserved for clubs. SGAs
name is not going to go on them, microphones will not belong to us.
To outsiders, seems like we have an attachment to this money and it will be labeled that.
We do not have control over how they spend that money. Do not want to get caught up in
requirements etc.
Are you worried about the little money amount left in special request, money has run out so quickly.
If you are looking at it with that perspective, we just passed a large amount for Active Minds. We
shouldn't make judgments based on how much is left in the account.
I'm worried about the little amount left and its only November.
We see it as an accomplishment that Special Request is depleted because it's been well advertised.
We feel like we've followed the books completely. Are working on finding more funds. Should not
worry about how much is in account.
Sharing microphones, from experience, it's hard to loan out mics because they have to be connected
to different systems, setup change for system. Have lots of issues sharing equipment like that and
with that type of technology.
I think this is a great area of growth, think this is a great thing for clubs to have access to. Don’t think
we should purchase this for one club, don't want to show preferential treatment.
As a group our goal is not to have rollover. I don't think we should wait until next year, when we do
have rollover, to buy something like this, something that's needed now. That’s bad way to use
budgeted money.
I think we should put this in the budget for next year.
Passed
Proposals
Late Night Snack
December 6, 2012
Lauren Ulmer
10pm – GSC Atrium
Estimated Attendance – 250
Event Description – Naked Pizza to feed 250 people. We will have four options to choose from.
Budget Requested from Late Night Programming
Cost Breakdown:
Pizza
Promo
Total
$539
$41
$580
Total Amount Proposed - $580
Initial questions
What kind of pizza? cheese, pep., bbq chicken
Debate
Student Activities Council Meeting Minutes
November 14, 2012
I love naked pizza.
Passed
WinterFest
Date: December 7th
Time: 5pm
Location: Xavier Yard
Rain Site: GSC
Estimated Attendance: 200
Event Description:
Hot Chocolate - $100
Music of all different kinds – Free
Other Clubs Participating: German, Spanish, Japanese, French, hopefully
They all will be contributing with independent events/cultures, still need to meet and plan their
contributions
Acabelles/Harmonics for Caroling - Free
Father B as Santa – Free
Christmas Blow-Ups – Free
Wear an Ugly Christmas Sweater and enter into a raffle - $50 Xavier gift card
Christmas Lights for Tree - $30
Ornaments - $80 ($20/pack of 60)
Sharpies for Decorating Ornaments - $15
Promo - $42
Contingency - $50
Total: $367.00
Initial Questions
Why Friday at 5pm? It's still light out, wanted to do it toward the end of December.
Lights for Christmas tree, it will already be lighted by A Xavier Christmas.
Worried that it's at 5pm? No, think students will go on the way to dinner etc.
Friendly amend to remove Christmas light for tree? No. We would like to keep it in there so we can
buy ornaments to put on it.
There are 4-5 boxes of Christmas ornaments in SAC closet, encourage you to use those.
Passed
Candy Canes for Festival of Lights Promo
Initial Questions
How many tickets for festival of lights? 40
Why do we need $70 for candy canes for 40 tickets?
Friendly amendment to reduce price? No.
Have the money for it, can hand out candy cane to show SAC cares.
Passed
Open Executive Session
Report of the SAC Chair
LeeAnn Scherbauer
Evaluations are due on Thursday at 5pm! I have an envelope in my mailbox in which you can place
your evaluation. Please do not hand in my evaluation to the envelope. Instead place my evaluation in
Dustin’s mailbox. Please sign-up for an evaluation meeting with me on the sheet, I’m passing around.
Student Activities Council Meeting Minutes
November 14, 2012
Fall and Vacancy Selection Members: If you would like to meet with me just to talk about SAC so far, I
encourage you to do so. However, if you are unavailable, it’s okay if you do not meet with me. I just
wanted to offer you a meeting as well!
Workshop is November 30th through December 1st. We will be meeting in the office at 5pm. Once
again, if there is a reason in which you cannot attend, I need to know ASAP.
Thank you, Becca and Kaitlin for snack. Becky and Kat have snack after Thanksgiving.
I look forward to going to all the events this week and weekend. Keep brainstorming for next
semester!
Are we doing an SGA Christmas thing as usual? Hopefully, need to talk to the execs.
Do you need any of the chairs to prepare things for workshop before break? Not at the moment, if so,
the latest notification will be Friday.
Committee Reports
Publicity
Late Night Programming
Perks of Being a Wallflower, good movie, would spark communication if you wanted to partner with
Active minds.
Concerts
Concerts has been working hard on all of our events for this week - which you will hear more about in
"Here and Now." Kate, Sam, and Luke have been working on our Open Mic Night in the Caf - almost
everything is set for the event and dining services is really excited about it. Lastly, major concert
update! Woooo! I would like to let you all know that concerts has pursued to top act on the survey
that we sent out and they have rejected us, therefore we have finally decided on our second choice
after long hours of discussion and a big discussion that Keenan and I had with Ari at NACA, and we
have put in our offer for our second act today.
Campus Traditions
Hi SAC! Thanks for passing our new winter traditions event today. We appreciate your feedback and
we are really looking forward to working on this event as a whole committee. I also want to say thank
you to everyone who helped out and attended Mr. Muskie last night. We had an absolute blast from
start to finish, and if you see sophomore Joe McGrath around campus, be sure to tell him congrats on
being the new Mr. Muskie. Other than finishing up the semester with WinterFest, Traditions will be
preparing for planning day! Have a great Thanksgiving SAC!
I went to Mr. Muskie, everyone around me was having fun, good job.
Life & Culture
Cyclones Game Tomorrow! Leaving at 6:30 :) We have 6 tickets left if anyone would like to go txt or
e-mail Kelsey K.
The UC, Women’s Center Collab “College Issues Panel” is this Sunday in Kennedy from 2:00-4:00.
Festival of Lights is Dec. 2nd!
And we are excited for planning day!
Financial Affairs Committee
Fac has been BUSY. We met with three groups on Monday, 2 proposals of which you saw. Thank you
for passing them. We also met with blue fire step team at approved their proposal for $865.
I'd like to now take a straw poll. Fac has finished updating its constitution. Woo! Now my question for
you is this: do you want to see what we changed and vote upon it? Vote yes if you'd like to see it and
vote on it in 2 weeks from today. Vote no of you do not want to.
Student Activities Council Meeting Minutes
November 14, 2012
Thank you for the straw poll.
I am retiring from reporting on Ian Kerleys romantic life after this report. For those of you whom did
not understand why I was always awkwardly mentioning Ian, I'll fill you in. Over 20 some years ago,
Ian's parents sat at this very table. They fell in love with one another's event planning skills, went on
to get married and made little Ian over here. My goal was to make sure Ian meets his future mrs
kerley at this very table. Therefore, if you're interested, call him up at +1 (513) 703-4340 or tweet
him @kerleyi. Ian your a great man. I will continue to be your wingman. Good luck.
That is all my fellow event planners. Have a merry thanksgiving.
Straw poll: Want to see details of FAC constitution change – Yes: majority
Report of the SGA Executives
Matt Morefield
Mentioned departments getting money, SGA does not fund departments? The info has always been on
application. Everything goes thru departments, but benefits project/initiatives they happen to be
working on, but is for students. We fund projects and initiatives with this. This is a gray area; we are
looking for the best impact on the most students.
To clarify, has to always be new initiative, like FAC? Yes, can be something old or in the works, but not
funded yet.
I think SAC really needs this money so, encourage you all to choose that we'll be the ones to review
this.
Straw Poll - $15,000: All
Straw Poll - Yes: majority, No: 0
Straw Poll - SAC member on Senate Selection Committee: 1, not on committee Majority, abstain: 1
Want to say, I don't appreciate how that was put toward us. You put a seed in our head and are telling
Needom to go tell them something.
I understand that. I will only pass on a rationale if SAC wants that. You are totally right, I apologize. I
presented that to you too strongly. Does anyone want to talk/re-vote? Do you want to meet with Seth.
Do not want to meet with Seth. There is no rationale.
Right now there is not an open seat, she has not stepped down. Can we do an Open Exec. in two
weeks?
Applications have already been sent out, advertising in Newswire, process will already be in place by
then.
I agree with the rationale that you said.
Straw poll - agree with rationale: yes - majority, no - 3
Report of Advisor
Dustin Lewis
For your Senate Minute today, I don’t have much to say other than the Senate spent most of the
meeting this week in an Open Executive Session discussing the Constitution – namely the Senate
Article. Lori Lambert, Director of Residence Life and Senior Director of Student Affairs, gave the
report of the administration. She spoke about enrollment and retention in the halls for this year. As
the university goes through budget cuts, it is more and more important to generate revenue and to
retain students – not just for the financial concern but in order to continue producing strong leaders
and excellent scholars into the world.
I want to give a big congratulations to Mr. Muskie, namely Kaitlyn and Kelly, for their hard work this
week. Congratulations and a job well done!
Student Activities Council Meeting Minutes
November 14, 2012
With regard to budget cuts, the university is currently undergoing both a cut for this year from our
operational dollars but also a forecasted reduction for next year from the overall budget. The
operational dollars are those that support programs and services across campus but do not include
salaries or financial aid. Each division and department shared a portion of the cuts as the university
missed our target enrollments for both undergraduate students but even more so with graduate
students. Student Involvement absorbed an approximate 25% cut and our office was able to
minimize the amount of impact it had on students and the learning experience that takes place with
our department. For next year, we are projecting a 5% overall reduction to be submitted to the
UPRC.
Emerging Leaders Retreat is open for any first and second year students who are interested in
exploring and developing their leadership potential. The retreat is meant to jump start the leader
within you and to inspire you to work together to build great things for Xavier’s future. At this point,
many of the eligible females from SAC have responded and are registering to attend but most of the
men have not replied. Who would like to attend? SGA will sponsor you to go. The dates are January
25-26, 2013.
Additional interested students included: Michael, Luke and Kelly.
I am going to ask for volunteers who are also interested in attending the NACA National Convention in
Nashville, TN. The conference dates are February 15-20 and selected delegates would miss Friday,
Monday, Tuesday and Wednesday classes. I will provide you with an excuse note for your instructors
and from past experiences, many are willing to work with you to negotiate missing class notes,
quizzes and exams.
Those interested included: Kelly, Becky, Michael, Allie, Collin, Keenan, Katie Keller, Luke, Kelsey,
Kevin, Dannie, Colleen, Kaitlyn, Becca and Megan.
Who is the newly hired study abroad coordinator? I'm not sure an announcement has been made.
Report of the SGA Resource Assistant
Crystal Guffey
Blast from the Past
Mr. Muskie
Good turnout, 322 people. Went well, I’m happy with it. Thank you all that helped.
Here and Now
O'Charley's & Rock Band tomorrow night.
Cyclones Game
tomorrow night, still have 6 tickets
Facing Issue Together
Glo Hard
Volunteer signup sheet, will email.
SAC Goes to the Movies
125 student being bused to Newport
Only one bus leaving Buenger at 6:30.
Coming back at 9:30, 10:30, 11:30
Student Activities Council Meeting Minutes
November 14, 2012
Closing Sentiments
Cynthia Bear was given to Morgan & Concerts, Favorite concert you've ever been to?
Adjourned: (5:00PM)